HR Management Performance & Accountability

1. Plan & Align Workforce Deploy Workforce Hire Workforce Reinforce Performance Develop Workforce Ultimate Outcomes HR Management Performance & Accountability Session 2: HR Management Report Data Lab Denise Flatt, Marilyn Hansen and Pam Rupert Planning and Performance Division Department of Personnel Updated July 2010

2. Contents • Welcome / Introductions 3 • Overview 4 • Course Objectives 5 • Where Can I Find Information Relevant to the HR Management Reports? 6 • Updating HR Management Reports 7 • Where does the data come from? 8 • Updating Sections from HRMS Business Intelligence via HRMS/BI Portal 11 • Updating Agency Tracked data 12 • Performance Expectations and Competencies 13 • Non-disciplinary Grievances 14 • Disciplinary Actions 15 • Disciplinary Grievances 16 • Updating Data from Performance & Accountability Website 17 • Non-disciplinary appeals 18 • Disciplinary appeals 19 • Updating E-Recruiting data 20 • Time-to-Hire funded vacancies 20 • Candidate quality 20 • Updating Employee Survey Ratings data 21 • Cleaning up your HR Management report 22 • Submitting your HR Management Report 23 • Open Lab 24

3. Plan & Align Workforce Deploy Workforce Hire Workforce Reinforce Performance Develop Workforce Ultimate Outcomes I. Welcome / Introductions HR Management Performance & Accountability • Sign-in Sheet / Facilities • Instructors: • Denise Flatt • Marilyn Hansen • Pam Rupert

4. Plan & Align Workforce Deploy Workforce Hire Workforce Reinforce Performance Develop Workforce Ultimate Outcomes II. Overview HR Management Performance & Accountability

5. Course Objectives In this session you will: • Learn what’s new for the upcoming HR Management Report • Review how to run Business Intelligence (BI) reports from the HRMS/BI Portal • Learn how to update pieces of the HR Management Report that are not available from HRMS/BI Portal • Use data lab time to update HR Management Report • Receive assistance updating any section of the HR Management Report – including reports from HRMS/BI Portal

6. Where Can I Find Information Relevant to the HR Management Reports? HR Management Performance and Accountability Websitehttp://www.dop.wa.gov/strategichr/HRMPerformanceAccountability Click the Strategic HR tab from DOP’s main website and click HR Management Performance & Accountability General Information on HRM Report Process and Due Dates Standard HRM Report Format Template Performance Measure Parameters Past Agency and Statewide HRM reports Past GMAP Presentations on Government Efficiencies / Human Resource Management News and Announcements for HRM Report Contact Information for Questions Regarding HRM Report (also use Contact Us link on this page) Information on Training Related to HRM Report

7. Plan & Align Workforce Deploy Workforce Hire Workforce Reinforce Performance Develop Workforce Ultimate Outcomes III. Updating HR Management Reports HR Management Performance & Accountability

8. Where does the data come from? • Data for the HR Management Reports can be obtained from five different data sources: • HRMS Business Intelligence via the HRMS/BI Portal • Agency Tracked • Performance & Accountability Website • E-Recruiting • DOP Employee Survey

9. Where does the data come from?, cont… The definition, timing (as of date or date range) and source for each human resource management performance measure in the HR Management Report are located in the Performance Measure Parameters document on the HR Management Performance and Accountability Website under the Performance Measures & Parameterslink. Definition: Defines what the measure is reporting Timing: Indicates what time period the measure is reporting. Data as of date or date range. • Source: Indicates where data comes from. • Agency-tracked • DOP BI (via HRMS/BI Portal) • E-Recruiting • HRM Performance and Accountability website • DOP Employee Survey

10. Where does the data come from?, cont… Data sources and parameters for each performance measure can also be found on the Performance & Accountability website under each measure linked on the Performance Measures & Parameters page:

11. Updating Sections from HRMS Business Intelligence via HRMS/BI Portal Sections of the HR Management Report are updated with data that can be obtained from the HRMS/BI Portal. These reports come from the Business Intelligence (BI) system and can be run at any time. • Plan & Align Workforce • Washington Management Service • Manager to Staff • WMS Management Type • Hire Workforce • Types of Appointments • Separations During Review Period • Deploy Workforce • Overtime Cost • Average Overtime • Percent Employees Receiving Overtime • Average Monthly Sick Leave Hours Used • Average Sick Leave Balance • Reinforce Performance • Disciplinary Actions Taken • Ultimate Outcomes • Turnover • Diversity Profile • Percent Age Distribution • Link to HRMS/BI Portal: • Single sign on: https://myhrms.wa.gov/irj/portal • Non Single sign on: https://wahrms.wa.gov/irj/portal

12. Updating Agency-tracked Data Sections of the HR Management Report are updated with data tracked by the agencies. Examples of agency-tracked data include: • Percent employees with current position/competency descriptions • Percent employees with current performance expectations • Percent employees with current individual development plans • Percent employees with current performance evaluations • Non-disciplinary grievances filed and disposition • Disciplinary grievances filed and disposition • Time-to-Hire / Candidate (for agencies who did not use E-Recruiting)

13. Updating Agency-tracked DataPerformance Expectations and Competencies Performance expectations and competencies are measures that are tracked by the agency. In the example below, agencies are requested to provide the percent of employees with current individual development plans. Please provide the number of employees with current individual development plans AND the total number of employees in the agency. Update [XX] fields with data tracked by the agency Similar agency-tracked data in the HR Management Report includes: • Percent employees with current position/competency descriptions • Percent employees with current performance expectations • Percent employees with current performance evaluations

14. Updating Agency-tracked DataNon-Disciplinary Grievances The Number of Non-Disciplinary Grievances Filed graph, Top 5 Non-Disciplinary Grievance Types, and Non-Disciplinary Grievance Disposition table information is updated with data provided by the agency. Double-click the graph objects and update the numbers corresponding to the Month/Year or categories in the cells of the Datasheet. If the datasheet does not appear when the graph is double-clicked, select View > Datasheet from the MS PowerPoint menu bar Enter total of all non-disciplinary grievances. List the disposition of all non-disciplinary grievances. List the top 5 Non-Disciplinary Grievance Types and how many grievances were filed. Contact Melinda Aslakson with LRO on questions regarding Grievance data: melinda.aslakson@ofm.wa.gov

15. Updating Agency-tracked DataDisciplinary Actions The Issues Leading to Disciplinary Action table is updated with data provided by the agency. Use this area to record types of issues that resulted in disciplinary actions. • Examples: • Misuse of State Resources • Sexual Harassment • Inappropriate Comments/Behavior • Insubordination • Poor performance List types of issues that resulted in disciplinary action

16. Updating Agency-tracked DataDisciplinary Grievances The Disciplinary Grievances graph and Disposition (Outcomes) of Disciplinary Grievances table is updated with data provided by the agency. Double-click the graph object and update the numbers corresponding to the Month/Year or categories in the cells of the datasheet. Enter total of all disciplinary grievances filed List disciplinary grievance dispositions Example: Dismissed, Overturned, Settled, Upheld, Withdrawn Contact Melinda Aslakson with LRO on questions regarding Grievance data: melinda.aslakson@ofm.wa.gov

17. Updating Data from Performance & Accountability Website Sections of the HR Management Report are updated with data that is available from the HR Management Performance & Accountability Website under Performance Measures & Parameters: http://www.dop.wa.gov/strategichr/HRMPerformanceAccountability/Measures/ Examples of data available from the HRM Performance & Accountability website include: • Non-Disciplinary appeals filed (section “Deploy Workforce” measures) • Disciplinary appeals filed (section “Reinforce Performance” measures) Click the link to the HR Management Data category Click the appropriate link under the Source section

18. Updating Data from Performance & Accountability WebsiteNon-Disciplinary Appeals Non-Disciplinary Appeals data can be found on thePerformance Measures & Parameters web page under the Non-disciplinary grievances/appeals filed and outcomes measure (as shown on previous page). Select the appropriate reporting period. Enter number of Filings that were submitted for the DOP Director’s Review Enter number of Filings that were submitted to the PRB Enter total filings for the reporting period Enter total filings for the reporting period Double-click the graph objects and update the numbers corresponding to the categories in the cells of the datasheet. Double-click the graph objects and update the numbers corresponding to the categories in the cells of the datasheet. Note: Agencies may prefer to show graph numbers in a table rather than percentages if the amounts are small

19. Updating Data from Performance & Accountability WebsiteDisciplinary Appeals The Disciplinary Appeals table and Disposition (Outcomes) of Disciplinary Appeals graph data can be found on thePerformance Measures & Parameters web page under the Disciplinary actions and reasons, disciplinary grievances/appeals filed and outcomes measure. Select the appropriate reporting period. Enter number of Disciplinary Appeals filed with the Personnel Resources Board by type Enter total disciplinary appeals filed with PRB for the reporting period Double-click the graph object and update the numbers corresponding to the categories in the cells of the datasheet.

20. Updating E-Recruiting Data Sections of the HR Management Report can be updated with data from E-Recruiting. Note: Some agencies continue to use agency tracked data for these measures. Please be sure to note where data comes from if a source other than E-Recruiting is used in the Source field of the HR Management report. E-Recruiting reports include: • Time-to-Hire funded vacancies • Candidate quality • Time-to Hire Definition • Start date = the date the hiring supervisor notifies the agency HR Office to commence the process to fill the vacancy. • End date = the date that the job offer is accepted.   To ensure consistent Time-to-Hire data statewide, all agencies should track Time-to-Hire using the start/end date definitions above, regardless of tracking method.

21. Updating Employee Survey Ratings Employee Survey Ratings can be copied from the Employee Survey Excel file provided to agency survey contacts in November 2009. All Employee Survey Rating data is located on the last page of the HRM Report template. Click on the Comparison tab to get information for Employee Survey Ratings table. To add context and better analysis, agencies are encouraged to compare most recent survey results to baseline survey results in past Employee Surveys.

22. Cleaning up your HR Management Report • All Agency HR Management Reports will be published on the HR Management Performance and Accountability website and may be viewed by a wide audience. Because of this, we request you perform basic cleanup steps on your report before submitting it. Cleanup includes: • Delete charts/graphs with sample data! If your agency does not have data for a particular chart/graph, it is important to remove the chart/graph or delete the sample data • Ensuring all required performance measures have been updated and the chart/graph information can be read • Performing a spell check using the standard MS Office spell check functionality in MS PowerPoint • Removing all template instructional text (identified by brackets [ ] ) that is not being used Removing all template instructional text can be done by using the Edit > Find functionality available from MS Powerpoint’s standard menu. From here, you can search and find all open brackets ( “[“). Since all instructional text is contained in brackets, you will be able to find any instructional text that needs to be completed (if required) or removed.

23. IV. Submitting your HR Management Report HR Management Performance & Accountability Upon completion of your agency’s HR Management Report, please submit to the following email distribution list: DOP MI HRM StrategicHR Outside the SGN? StrategicHR@DOP.wa.gov This link is also available from the HR Management Performance and Accountability website: http://www.dop.wa.gov/strategichr/HRMPerformanceAccountability/

24. V. Open Lab HR Management Performance & Accountability • Save updated report to flash drive • Complete the course evaluation Before leaving: